Office 365 (Outlook on the web | Outlook for Windows/MacOS) - Work On Behalf of a Resource Calendar

This document will provide you with the basic information you will need to work on behalf of a resource calendar. These instructions assume that you have been granted the appropriate permissions to an Office 365 resource. If you have problems working on behalf of the resource, or are not sure what permissions you have been granted, contact the owner of the resource. If you do not know the resource owner, contact the DoIT Help Desk.


Select your client below:

  •  Work on behalf of a resource in Outlook on the web:

      •  Opening/Subscribing to the resource calendar
         <ul>
          <li>
           <div style="display:inline-block;text-indent:0em;margin-left:1em;">
        
            <p><strong>Note:</strong> If you have already opened or subscribed to the resource calendar, it will appear in your calendar view, and you can start working on behalf of the resource without completing the below steps.</p>
        
            <ol>
             <li><p>Log into Office 365 account via <a href="https://email.wisc.edu/" target="_blank">Outlook on the web</a>.</p></li>
             <li>Select <strong>Outlook</strong> from the <strong>app launcher</strong> menu located at the top left of your Outlook on the web window as shown below.
                   <p><img src="/images/group141/44702/app_launcher_icon.PNG" title="app launcher icon" alt="app launcher icon" height="50" width="50"></p>
             </li>
             <li>Select <strong>Calendar</strong> from the list of available apps.</li>
             <li>Click <strong>Import calendar</strong> on the left hand side.</li>
             <li>Select <strong>From directory</strong> on the left hand side of the pop-up.</li>
             <li>To add a resource calendar, enter the name. This box works just like the 'To' box on a new email message.</li>
             <li>After you've entered the desired calendar or URL, select <strong>Add</strong> to add the calendar.</li>
            </ol>
        
           </div>
          </li>
         </ul>
        
        </li>
        </ul>



      •  Managing events on behalf of the resource calendar
         <ul>
          <li>
           <div style="display:inline-block;text-indent:0em;margin-left:1em;">
           <br />
            <ol>
             <li>Next, double click when you want the event to occur or use <a href="https://support.office.com/en-us/article/create-modify-or-delete-a-meeting-request-or-appointment-in-outlook-on-the-web-6283f744-4ce1-470e-9d6b-96fa94e52996">Create, modify, or delete calendar events</a> to start the event creation process.</li>
             <li>Within event edit screen, make sure the event is being created in the resource calendar. If not, click on the arrow for this field and select the resource calendar from the drop down list.</li>
             <li>After you have filled in the rest of the desired fields, click <strong>Save/Send</strong> button to create the event.</li>
            </ol>
        
           </div>
          </li>
         </ul>
        
        </li>
        </ul>



  •  Work on behalf of a resource in Outlook for Windows:

      •  Opening/Subscribing to the resource calendar
         <ul>
          <li>
           <div style="display:inline-block;text-indent:0em;margin-left:1em;">
        
            <p><strong>Note:</strong> If you have already opened or subscribed to the resource calendar, it will appear in your calendar view, and you can start working on behalf of the resource without completing the below steps.</p>
        
            <ol>
             <li>Open Outlook and select the <strong>Calendar</strong> tab.</li>
             <li>If you need to add the resource calendar to your listing, within the "HOME" tab, click <strong>Open Calendar</strong> and select <strong>Open Shared Calendar</strong>.</li>
             <li>You will then be given a prompt to add the specific resource you are trying to access. Type in the resource's name and select <strong>OK</strong> to have it search the directory for the calendar.</li>
             <li>The resource will be listed within your "Shared Calendars" section and will continue to appear in your calendar view until you remove the calendar:</li>
            </ol>
        
           </div>
          </li>
         </ul>
        
        </li>
        </ul>



      •  Managing events on behalf of the resource calendar
         <ul>
          <li>
           <div style="display:inline-block;text-indent:0em;margin-left:1em;">
           <br />
            <ol>
             <li>From within the Calendar interface, click the <strong>New Appointment</strong> or <strong>New Meeting</strong> button to start the event creation process.</li>
             <li>Within the event edit screen, verify that the Resource name is listed in the bottom left corner.</li>
             <li>After you have filled in the rest of the desired fields (members you are inviting if it is a meeting, a subject if it is an appointment, the location, time, etc.), click the <strong>Send</strong> button (if it is a new meeting) or <strong>Save &amp; Close</strong> (if it is a new appointment) to create the event.</li>
            </ol>
        
           </div>
          </li>
         </ul>
        
        </li>
        </ul>



  •  Work on behalf of a resource in Outlook for Mac:

      •  Opening/Subscribing to the resource calendar
         <ul>
          <li>
           <div style="display:inline-block;text-indent:0em;margin-left:1em;">
        
            <p><strong>Note:</strong> If you have already opened or subscribed to the resource calendar, it will appear in your calendar view, and you can start working on behalf of the resource without completing the below steps.</p>
            <p><strong>Note:</strong> At a minimum, you will need "Full details" permissions to open a calendar. Any permission below this level will cause an error and the calendar will not be opened.</p>
        
            <ol>
             <li>Open Outlook 2016 for Mac and select the <strong>Calendar</strong> tab.</li>
             <li>Within the "HOME" tab/ribbon, click <strong>Open Shared Calendar</strong> button.</li>
             <li>You will be presented with a window to search for the account. Search using the account's name or email address and then select it from the list of results.</li>
             <li>The account's calendar will be listed within your "Shared Calendars" section and will continue to appear in your calendar view until you remove the calendar:</li>
            </ol>
        
           </div>
          </li>
         </ul>
        
        </li>
        </ul>



      •  Managing events on behalf of the resource calendar
         <ul>
          <li>
           <div style="display:inline-block;text-indent:0em;margin-left:1em;">
        
            <p><strong>Important:</strong> At a minimum, you will need "Editor" permissions to act on behalf of a calendar.</p>
        
            <ol>
             <li>Events are created on the calendar which is highlighted. Please left-click the calendar you want to create an event on to highlight it.</li>
             <li>Select <strong>Appointment</strong> or <strong>Meeting</strong> from the top-left series of buttons.</li>
             <li>Enter in the event information in the desired fields (members you are inviting if it is a meeting, a subject if it is an appointment, the location, time, etc.), click the <strong>Send</strong> button (if it is a new meeting) or <strong>Save &amp; Close</strong> (if it is a new appointment) to create the event.</li>
            </ol>
        
           </div>
          </li>
         </ul>
        
        </li>
        </ul>

See Also:




Keywords:microsoft office365 o365 outlook web OWA 2016 2019 proplus subscription windows mac work on behalf of resource permissions calendar schedule shares sharing access rights read write editor delegate full mailbox free busy folders calendars emails owner netid users mailboxes service accounts linking send as on behalf of owner none contributor reviewer non-editing author publishing editor editor publishing author author custom availability only limited details full details editor delegate adding opening viewing subscribe open opening subscribing   Doc ID:63497
Owner:Ara M.Group:Office 365
Created:2016-05-18 14:39 CSTUpdated:2019-08-13 08:52 CST
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, UW Platteville
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